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PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT

PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT. CalACT Spring Conference April 20, 2011 Roy Glauthier Transportation Planning and Policy v/fax: 949.650.5956 Email: rglauthier@aol.com. PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT. Workshop Goal:

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PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT

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  1. PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT CalACT Spring Conference April 20, 2011 Roy Glauthier Transportation Planning and Policy v/fax: 949.650.5956 Email: rglauthier@aol.com Planning a Successful Management Procurement CalACT 2011 Spring Conference

  2. PLANNING A SUCCESSFUL MANAGEMENT PROCUREMENT Workshop Goal: To share tips, techniques and approaches that will improve your odds of carrying out a trouble-free procurement for contracted transit or paratransit management. Planning a Successful Management Procurement CalACT 2011 Spring Conference

  3. Overview of Procurement Process Sources of Procurement Guidance Terminology Contracting Market Should You Go To Bid? Setting a Realistic Procurement Timeline Expert Panel: Pitfalls and Problems Workshop Outline Planning a Successful Management Procurement CalACT 2011 Spring Conference

  4. Workshop Rules • Questions are welcome/encouraged. • No experts here, we’re all still learning, too. Any questions? Planning a Successful Management Procurement CalACT 2011 Spring Conference

  5. RFP development RFP release/publication Preproposal conference & question period Addenda/clarifications Proposal submission Evaluation Interviews BAFO/negotiations Selection/staff report Award Contract finalization Transition Start-up Month One Monitoring & management Repeat as needed Elements in the Procurement Process Planning a Successful Management Procurement CalACT 2011 Spring Conference

  6. Primary Sources for Procurement Guidance: • Federal Transit Administration Best Practices Procurement Manual Available at: http://www.fta.dot.gov/funding/thirdpartyprocurement/grants_financing_6037.html[do not print…. 694pp] • FTA Triennial Review Workbook http://www.fta.dot.gov/funding/oversight/grants_financing_10924.html • Your agency’s procurement policies. Planning a Successful Management Procurement CalACT 2011 Spring Conference

  7. CalACT/RTAP Contracting Workshops • 1-Day Workshops on Effective Contracting coming in July [Northern CA] and October [Southern CA] • Webinar on Effective Contracting [3, 2-hour sessions, timing tbd] Planning a Successful Management Procurement CalACT 2011 Spring Conference

  8. Critical Terminology • Bid versus Competitive Procurement -- Bid requires very clear specifications -- Competitive Procurement is intended to permit competition on quality and other factors, as well as on price Planning a Successful Management Procurement CalACT 2011 Spring Conference

  9. Critical Terminology Types of Procurements*: • Professional Services Agreement • Sole Source • Negotiated Procurement • Competitive Procurement *Depending on your agency’s procurement policies Planning a Successful Management Procurement CalACT 2011 Spring Conference

  10. Overview of the Contracting Market • Major National Firms • Regional Firms • Local Transportation Firms Planning a Successful Management Procurement CalACT 2011 Spring Conference

  11. Overview of the Contracting Market • Major National Firms • Regional Firms • Local Transportation Firms • Focus on performance-based specifications • Clearly indicate criteria for selection • Seek broadest possible participation in process Planning a Successful Management Procurement CalACT 2011 Spring Conference

  12. Step 1: Should you go to out to bid or not? • What does your existing contract say about contract term and options? • What objectives will be achieved by a competitive procurement? • Could these be achieved through negotiations with existing contractor? Planning a Successful Management Procurement CalACT 2011 Spring Conference

  13. RFP development RFP release/publication Preproposal conference & question period Addenda/clarifications Proposal submission Evaluation Interviews BAFO/negotiations Selection/staff report Award Contract finalization Transition Start-up Month One Monitoring & management Repeat as needed Step 2: Determining Your Procurement Timeline Planning a Successful Management Procurement CalACT 2011 Spring Conference

  14. Step 2: Determining Your Procurement Timeline • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  15. Step 2: Determining Your Procurement Timeline • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  16. Step 2: Determining Your Procurement Timeline • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  17. Step 2: Determining Your Procurement Timeline • PROPOSALS DUE 5:00 pm PDT October 29, 2011 • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  18. Step 2: Determining Your Procurement Timeline • Addenda and Answers Distributed October 22, 2011 • PROPOSALS DUE 5:00 pm PDT October 29, 2011 • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  19. Step 2: Determining Your Procurement Timeline • Deadline for Submission of Questions October 15, 2011 • Addenda and Answers Distributed October 22, 2011 • PROPOSALS DUE 5:00 pm PDT October 29, 2011 • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  20. Step 2: Determining Your Procurement Timeline • Voluntary Pre-proposal Conference October 13, 2011 • Deadline for Submission of Questions October 15, 2011 • Addenda and Answers Distributed October 22, 2011 • PROPOSALS DUE 5:00 pm PDT October 29, 2011 • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  21. Step 2: Determining Your Procurement Timeline • Request for Proposals Issued October 1, 2011 • Voluntary Pre-proposal Conference October 13, 2011 • Deadline for Submission of Questions October 15, 2011 • Addenda and Answers Distributed October 22, 2011 • PROPOSALS DUE 5:00 pm PDT October 29, 2011 • Evaluation and Interviews November 1-24, 2011 • Contract Award December 1, 2011 • START OF SERVICEJanuary 1, 2012 Planning a Successful Management Procurement CalACT 2011 Spring Conference

  22. Step 2: Determining Your Procurement Timeline Critical Considerations in Setting Timeline: • Acquisition and Preparation of • Vehicles • Facilities • Computers and software, other equipment • Internal City/Agency Reviews and Approvals • Review and approval of RFP document by management, legal counsel, risk management, etc. • Council/governing body approval of RFP, selection, award • Practical Considerations • Holiday periods • Governing Board meeting schedule • Coordinating contract timing to fiscal year • Others? Planning a Successful Management Procurement CalACT 2011 Spring Conference

  23. Step 3: Fundamental Concepts of a Successful Procurement Process Guidelines: • Transparency • Define your process, then follow it • Fairness, level playing field • Establish Sole Point of Contact • Win/Win/Win -- Agency, Contractor, Public Planning a Successful Management Procurement CalACT 2011 Spring Conference

  24. Developing Your Request for Proposals • Start with a good sample RFP… or several Why reinvent the wheel? • Give yourself/your agency plenty of time • Get outside review Planning a Successful Management Procurement CalACT 2011 Spring Conference

  25. Major Parts of RFP Document • Solicitation • Terms of procurement, evaluation criteria and protest process, checklist of proposal contents • Sample contract • Scope of Work • Attachments -- Anticipate bidders’ requests: Copies of monthly reports, present wage scales and benefits, fleet schedule and mileages, detail on provided equipment, facilities and furnishings Planning a Successful Management Procurement CalACT 2011 Spring Conference

  26. Key Elements in Contract Document • Term of contract and any option periods Planning a Successful Management Procurement CalACT 2011 Spring Conference

  27. Key Elements in Contract Document • Term of contract and any option periods • Termination for cause and for convenience Planning a Successful Management Procurement CalACT 2011 Spring Conference

  28. Key Elements in Contract Document • Term of contract and any option periods • Termination for cause and for convenience • How compensation will be paid • Fixed Rate [per Rev Vehicle Hour, RVM, passenger] • Fixed and Variable – usually fixed payment per month for fixed cost reimbursement plus specified amount per hour or mile operated during billing period • Pass-through or Cost reimbursement – useful for cost items out of contractor’s control [e.g. fuel, facility rent, public phones] Planning a Successful Management Procurement CalACT 2011 Spring Conference

  29. Key Elements in Contract Document • Term of contract and any option periods • Termination for cause and for convenience • How compensation will be paid • Insurance Requirements Planning a Successful Management Procurement CalACT 2011 Spring Conference

  30. Key Elements in Contract Document • Term of contract and any option periods • Termination for cause and for convenience • How compensation will be paid • Insurance Requirements • Emergency response: • Expected actions • Terms of compensation Planning a Successful Management Procurement CalACT 2011 Spring Conference

  31. And, in case your project uses Federal funds….. Planning a Successful Management Procurement CalACT 2011 Spring Conference

  32. Exhibit 6.1 Required Third-Party Contract Clauses Required Certifications, Reports and Forms Other Required Items Exhibit 6.2 Applicability of Third-Party Contract Clauses [breaks down applicability by type of procurement & dollar value] Applicable Federal Clauses – See FTA Triennial Review Workbookhttp://www.fta.dot.gov/funding/oversight/grants_financing_10924.html Planning a Successful Management Procurement CalACT 2011 Spring Conference

  33. Key Elements in Scope of Work • Definitions • Description of services to be operated [hours, days, routes, service levels, policies] Planning a Successful Management Procurement CalACT 2011 Spring Conference

  34. Key Elements in Scope of Work • Definitions • Description of services to be operated • Performance standards, penalties/incentives, how defined and measured Planning a Successful Management Procurement CalACT 2011 Spring Conference

  35. Key Elements in Scope of Work • Definitions • Description of services to be operated • Performance standards, penalties/incentives, how defined and measured • Detailed Responsibilities of Agency and Contractor Planning a Successful Management Procurement CalACT 2011 Spring Conference

  36. Key Elements in Scope of Work • Definitions • Description of services to be operated • Performance standards, penalties/incentives, how defined and measured • Detailed Responsibilities of Agency and Contractor • Staffing: key positions, qualifications, retention/replacement and approval Planning a Successful Management Procurement CalACT 2011 Spring Conference

  37. Key Elements in Scope of Work -- Continued • Specifications for vehicles and equipment to be provided by contractor or supplied by agency Planning a Successful Management Procurement CalACT 2011 Spring Conference

  38. Key Elements in Scope of Work -- Continued • Specifications for vehicles and equipment to be provided by contractor or supplied by agency • If DAR, operating details Planning a Successful Management Procurement CalACT 2011 Spring Conference

  39. Key Elements in Scope of Work -- Continued • Specifications for vehicles and equipment to be provided by contractor or supplied by agency • If DAR, operating details • Fuel cost arrangements Planning a Successful Management Procurement CalACT 2011 Spring Conference

  40. Working With Your Contractor • Work to develop a partnership … both parties must succeed; • Manage, don’t micro-manage; • Don’t get between company and its employees; • Strive for consistency and clear direction; and • Be familiar with actual operations, employees, services. Planning a Successful Management Procurement CalACT 2011 Spring Conference

  41. Expert Contracting Panel • Dave Smith, MV Transportation Authority • Sandi Schmidt, Transportation Concepts Planning a Successful Management Procurement CalACT 2011 Spring Conference

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